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The E-mail server should add a signature after the classification/or just before sending. The method for exchange is https://learn.microsoft.com/en-us/exchange/security-and-compliance/mail-flow-rules/disclaimers-signatures-footers-or-headersthe link. Your e-mail server may provide different methods. If you do not have or prefer such a method, a GEODI dictionary will also solve the problem. To do thatThis method solves only the problem only for the first e-mail. In mail chains, signatures are accumulated. A GEODI dictionary method works for all situations.
You must have a senders list that contains at least the values used in signatures (name, phone, e-mail, etc.).
GEODI can use Excel or a Table as a dictionary. You must generate the signature using Excel formula or SQL. Please check the attached sample Excel. Excel should be updated manually.
Add this dictionary to the discoveries list for the classification project.
That is all.
The method works only if the dictionary and mail signatures match exactly. So before release, we suggest running a few tests for sample senders. - This dictionary can also be used for e-mail discovery to avoid signatures recognized as PII for old emails.
- Sender’s actual PII data, in e-mail body, contracts, medical records, etc., will still be recognized.
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